Team Coordinator, Public Affairs & Communications at Stratostaff

PROFILE INTRODUCTION

Our client, an international non-governmental organization seeks to bring on board a Team Coordinator, Public Affairs & Communications who will be responsible for providing team support to teams within the Public Affairs and Communications Department. The role partners with co-located teams across functions to provide administrative support

ROLES AND RESPONSIBILITIES 

• Manage scheduling for the senior team leader and the teams as needed including calendar meeting requests.
• Lead scheduling for all activities in line with work plans. Plan, coordinate and ensure schedules are followed and respected.
• Schedule meetings and coordinate related logistics, such as room bookings, refreshments, and document preparation for all attendees.
• Manage agenda, take minutes at meetings, and distribute as appropriate.
• Follow up on key action items for the functions, ensuring that the leaders are prepared for meetings and correspondence and work runs smoothly.
• Manage travel in coordination with the travel team and other office coordinators and team assistants, including extensive global travel, accommodation reservations, ground transport, travel visas and immunizations.
• Prepare and submit expense reports accurately and efficiently in line with organizational policies.
• Compose routine correspondence with the ability to be proactive in identifying the need for writing.
• Handle the distribution of correspondence. Monitor email and act as appropriate. Ensure attention to accuracy and detail.
• Plan, organize and maintain accurate documentation for the function including reports.
• Maintain organization of the database, shared network drives and SharePoint sites
• Provide support in budget preparation and forecasting. Supporting Financial management processes in line with policies and processes
• Provide backup to other team coordinators and executive assistants as required

Requirements

MINIMUM REQUIREMENTS AND COMPETENCIES

• A college diploma or University degree is required.
• Minimum 3 - 5 years of experience in a Team Coordinator or Administrative Assistant role in a fast-paced environment. Local experience preferred.
• Project and event management experience is an added advantage.
•  Excellent prioritization and time management skills.
• Excellent interpersonal skills, exhibiting grace and calmness under pressure.
• Strong communication skills in English; written and spoken.
•  The ability to communicate in French is a plus.
• Proficient in MS Office applications (PowerPoint, Word, Excel, Office 365 and SharePoint).
• Detail-oriented with a demonstrated ability to produce high quality work consistently and effectively.
• Can-do attitude and ability to work independently with little direction or supervision.
• Ability to coordinate and manage multiple projects.
• Flexible, adaptable, and able to execute a range of job duties and changing priorities.
• Proven excellence in verbal, written, and presentation skills with the ability to articulate information to a variety of constituents across cultures and to distill complex information and data into accessible conversation and written pieces.
• Possess professional maturity, sensitivity with different cultures, and impeccable integrity that exemplify the Foundation’s values.
• You have a commitment to Mastercard Foundation’s values and vision.